If you have accidentally entered the wrong amount when you capture a payment, you need to enter a negative payment for the same amount to cancel the error. After that, you can add a payment with the correct amount.
This process ensures the balance owing on the invoice and your accounts are correct.
It is not possible to delete a payment, as the payment is a financial transaction and there always needs to be a paper trail of the financial transactions.
Find the booking with the incorrect payment amount
Click the booking in your calendar.
Click View Account.
Compare the accommodation totals and the payments made. In this example, we received a payment of R1,400 but we incorrectly entered it as R14,000.
Add the negative amount correction
Click on Add Payment
- Choose a Date for the negative amount correction. We suggest you choose the same date as the incorrect payment, so that it is easier to track in your reports.
- Add the payment Type: We recommend you use the same type of payment as the previous incorrect payment.
- Enter the Amount that you had originally captured but as a negative. In this example, the amount is -R14,000 as R14,000 was the incorrect amount captured.
- Use a Reference that explains this is a correction to the account.
- Click to Save.
Add a new payment with the correct amount
- The outstanding amount will now show as the amount originally paid.
- Click Add Payment.
- Choose a Date for the payment.
- Add the payment Type: We recommend you use the same type of payment as previously.
- Enter the correct Amount which was paid. In this example, the amount is R1,400.
- Use a Reference that will help you track the changes.
- Click to Save.
